Park Rapids Amateur Hockey Association

Board Meeting Agenda

Date: May 9, 2016

  1. Call to Order: By: PeteTime: 5:37 p.m.
  2. Agenda Approval: Norita/Brent H./Pass
  3. Approval of Regular Secretary’s Minutes: Blake/Norita/Pass
  4. Director’s Reports
  5. Executive – nothing new to report
  6. Treasurer
  7. Budget – completed. Need to review and we will review this at next meeting
  8. Registration is now available – link is available, but the directions are not on there.
  9. Equipment report still needed from Clayton.
  10. PeeWee manager – NSF check that was written should be paid this week.
  11. Coaches to be paid – awaiting one coach to turn paperwork in.
  12. Bantam and PeeWee hour books need to be returned. Shaun will contact Jen and Blake will contact Janelle to get the team manager hour books.
  13. Northern Knights – paid for bringing cars into the rink for show in August. Who is the contact person to let them in? (Clayton or a rink manager. Check was sent to Clayton). Brent will check with Clayton to see if he wants to be the liaison for this.
  14. Approval of treasurer’s report: Norita/Brent H./Pass
  15. Facilities Management
  16. Second estimate: $2693.95 from Arvig. Not as expandable as the one from West Central. There is a monthly lease fee for $105.67 for 36 months then buy for $1.
  17. Brent will get a third estimate.
  18. Staffing – nothing new to report
  19. Administrative
  20. Tournament dates need to be determined.
  21. Team sponsorship – Thelen’s Excavating sign was removed. They had asked for it to be removed and it wasn’t, so they paid $150 rather than $180. Sign has been removed. Burger King & Lori Lea Lanes signs need to be taken down. Lori Lea Lanes won’t pay for sign, but they want it left up. The sign will be coming down.
  22. Capital – Rosy not present. Did email out dates for Spaghetti Dinner (Feb. 18 or Feb. 25, 2017 are the dates available at the Legion)
  23. February 25, 2017 is the date the board decided would work best. Rosy will be notified.
  24. Jessica Jensen is willing to help with fundraising. Rosy has also been notified of this.
  25. Hockey Development
  26. Still awaiting coaching applications and ACE coordinator. Application deadline is May 20 for ACE coordinator, June 1 for coaches.
  27. R&R meeting two weeks ago – will be in the Muskie Days parade, Park Rapids parade, and Menahga parade. Need volunteers for kids interested in being in the parade. Will be doing freezies this year rather than candy. They are less expensive and the candy ran out quickly. Will contact R&R Rental for a trailer and Thielen Motors for truck for parade. Round up kids to take picture at Thielen Motors.
  28. Bria getting information on Relay for Life.
  29. Possibly sponsor a night at Second Street Stage.
  30. Possibly get into fair with radar gun, give away hockey sticks. Will check into this more.
  31. Jill Kowalczyk – brought up getting shirts made locally. (Ken and Mark Tracy out of Menahga) Able to get these cheaper locally.
  32. Do we want to get a standard design for hockey?
  33. Brent S. volunteered to be in charge of looking into this.
  34. Gaming
  35. June 1 pull tabs will be going in Vactionnaire
  36. Approval on gaming report: Norita/Brent H./Pass
  37. Old Business

Contract Meeting – What is going to be the solution to the problem we discussed at last meeting regarding making practices fair and available to all players? How are we going to prevent this from happening again? Who contacted the outside person to come lead practices?

Anything that goes on in this building should be run through the board, whether it is an outside firm or not.

HDC, when established, should be in charge of this. It will be presented to varsity coaches that if something like this will be available, it should be offered to all the age levels that it is appropriate for. Approval needs to take place prior to any additional practices taking place. HDC will present this request to the board and the board will approve.

Walker Meeting – None of the dates that Norita sent out to Walker didn’t work for them. He did not offer any dates, but said anything after the 15th. Norita will offer any night between the 15th and 20th.

  1. New Business

-Spaghetti dinner/silent auction volunteer coordinator – we will advertise to see if anyone is interested in helping with the silent auction. This may be something Jessica Jensen is possibly interested in helping with.

-Wordage in policy book about coaches being reimbursed – Only rostered coaches will be reimbursed.

  • On the website under “coaches” the requirements are listed for becoming a rostered coach.
  • Last year emails were sent out to the coaches that had people helping with coaching what they needed to complete, but this may not have been communicated to those that were helping.
  • The coaching application deadline is June 1, 2016. By December 31, 2016 everything needs to be completed to become a rostered coach.
  • There are some concerns with how this works at the Mite level due to needing 6+ coaches at this level to keep things flowing correctly.
  • We are affiliated with USA and MN hockey and we must comply with their standards.
  • Will get a verbatim response as to what is required and this will get emailed out. It is also available on the website.

-Tournaments: Set dates and fees

  • The suggestion is to concentrate on having one successful tournament per season.
  • Brent suggested starting at the Squirt level and if we can be successful with this, the hope is that teams will return at Pee Wee and Bantam levels.
  • Dates for this year are January 14 & 15 (Squirt), then January 21 & 22 (PeeWee).
  • Tournament fee – fees in the past have been $600. Would it be better to lower the price per team to get teams to sign up?
  • We will leave the fee set at $600, but there will be a 20% discount if paid by November 1.

-Gaming Inventory

-Schedule Fall Clinics/Costs

  • Nancy will remove the fall clinics off the calendar. This has not worked well in the past. People would show up, but they would not pay.

-Set Grievance Committee

  • Brent Swanson
  • Brent Hagen
  • Shaun Pike

-Plan fundraising and book dates – wait for next meeting when Rosy is here

-Building needs

  • Security – Brent Hagen is working on this
  • Painting – Jessica Iwen had offered to paint, Nancy will check with her to see if she still interested.
  • Freon – Three estimates that ranged from $8000-$15000. In 2020 they are going to stop making the R20. We had a leak a few years ago and it was $3000-$4000 to refill one section. We will need to decide what we are going to go with.
  • We need a rug by the front door.

-Review scholarship criteria

  • If a family qualifies for free/reduced lunches they qualify for half off registration. They also have to submit a letter explaining the need of the scholarship. There are additional mandatory work hours. We will continue with the same policy.

-Equipment needs – Jerseys, etc.

-Association information for MN Hockey

-Spring Meeting–6:00 p.m. May 22 at Wadena rink, need team declaration and tournament sites.

-Summer 10,000 pucks program – Kevin Lund has requested to continue this program for the youth. He has asked that the starting date be June 1, extending the timeline from last season. Donations for prizes for this program require following policy under fundraising in our policy book. This would require donation requests to be brought to board for approval.

  1. Next meeting date is: May 23, 2016 at 6:00 p.m.
  2. Adjournment: M/S/P:Norita/Brent/PassedTime: 8:30 p.m.